5 simple steps - How to choose an office for your business.

Choosing an office is one of the key decisions facing a growing business. It is a space that will be the daily working environment of your team — a place for meetings, concentration, creativity and building relationships. A well-designed office can increase efficiency, retain talent, and foster organizational culture. Poorly chosen, on the other hand, can lead to frustration, chaos and even increased employee turnover.

So before you sign a contract, know these 5 steps. From understanding needs to planning a move. Especially if you are looking for an office in Łódź — a city of dynamic development of the creative sector, IT and business services — this guide will help you choose the space that will work for the prestige of your company.

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Step 1: Start with your team's needs

Before you start browsing the ads about renting an office in Łódź, ask yourself: How do we work as a team — and what helps us and what hinders us?

It may seem obvious, but many companies skip this stage, guided solely by the number of people per room or trendy decor. Meanwhile, whether your team is operating in hybrid, remote or stationary mode — it's crucial to know what space you really need. The office should not be just a place with desks and internet access — it is meant to support the daily rhythm of work, communication and concentration.

Consider:

• Mode of operation: Do most of the team work full-time or only a few days a week? With hybrid work, it may not be necessary to organize desks for each employee - in such a situation, it is worth considering the model of hot desks and the space reservation system. Smaller office = lower costs if you manage the rotation well.
  
  
• The nature of the tasks: Does your company work project-wise, iteratively, with frequent meetings? Or maybe most of the tasks are individual work, where silence and the ability to focus are key? In the first case, a modular space will work: workshop rooms, open space with separate zones for cooperation. In the second — separate rooms, silencing booths, soundproofing system that supports concentration.
  
  
• Meetings and communication: How often do online meetings take place? If it's everyday life — acoustic booths or dedicated zones for videoconferencing will be necessary. Open space phone calls are a common cause of frustration. It can be avoided by the proper layout of the office.
  
  
• Informal interactions: Are informal conversations, joint breakfasts, quick brainstorming over coffee relevant in a team? Many companies are abandoning the “social space”, which reduces the possibility of team integration and causes employee dissatisfaction. Even a simple kitchen with a large table or a chillout area with sofas is of great importance - especially in a creative environment.
  
  
• Additional spaces: Do you need conference rooms every day — or is it enough to access them occasionally (e.g. once a month or once a quarter)? Top office buildings in Łódź offer the possibility of booking rooms belonging to an office building — this is a convenient and cheaper solution than a private room, which is used occasionally.
  
  
• Aesthetics and comfort: Are your employees comfortable in the current space? Natural light, greenery, art, access to a nice view outside the window (e.g. the park) — these are factors that influence well-being and creativity. In cities like Łódź — with a rich industrial history and great potential for post-industrial spaces — it is worth betting on an office with a soul that inspires and supports the work culture.

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Pro tip:

Organize a short workshop with the team or department leaders. This can be done even online. Three questions are enough:

1. What is working well in the current office?
   
   
2. What interferes with daily work?
   
   
3. What is missing to make it work better?
   
   

This will avoid mistakes, for which you will pay double — first with adaptation costs, later with employee turnover. Involving the team in choosing a new office is also an investment in their motivation and sense of influence.

Step 2: Analyze your budget — realistically and future-proofed

The cost of renting an office is much more than just the monthly rent entered in the ad. This is a complex financial commitment that — especially for a growing company — needs to be addressed strategically. Underestimating costs leads to liquidity strains, and overvaluation can result in unused space and wasted resources. The key is a cool calculation based on the realities of your company and development plans.

Rent is just the beginning

What at first glance seems attractive in price may turn out to be only part of the puzzle in practice. Therefore, include all the components:

• Basic rent: is a fee per square meter, usually given net. Make sure that it covers only the office space or also shares common areas (e.g. kitchens, corridors, receptions). In Łódź, rates vary depending on the location and standard — in revitalized facilities they can be higher, but also more predictable and offer a premium standard.
  
  
• Operating Charges: that is, maintenance and cleaning of common areas, garbage removal, technical service of the facility, administrative service, reception service, security and many other components. They are often set at a flat rate, but can vary from month to month.
  
  
• Real Consumption Charges: One of the often overlooked and very important aspects of budgeting is the cost of utilities — in particular electricity, air conditioning and heating. To avoid a situation where you pay a lump sum for the consumption of other tenants or for overestimated estimates of the building manager, it is worth making sure that the office has separate submeters assigned exclusively to your space. Thanks to this: you only pay for what you actually consume, you can better control costs and anticipate monthly burdens, you have greater transparency in your settlements with the building owner. As a result, you gain greater independence and can realistically optimize costs.
  Additional costs: It is worth asking what charges may arise every month apart from rent — e.g. for, security, internet, access to training rooms, etc. A clear list of costs is the basis of a well-planned budget.
  
  
• Arrangement and furnishing: is the rented space ready to enter (so called plug & play), does it require investment in its own furniture, equipment, lighting, buildings? Each of these solutions has its pros and cons - it is worth calculating it to know the real cost of each and choose the best for your company.
  
  

Think in cycles — not just monthly

A reasonable office budget doesn't end with a spreadsheet from Excel. It is worth approaching it as an investment:

• Plan an annual budget, and not just monthly — taking into account seasonality (e.g. increase in heating costs in winter) and possible rate increases after a year or two.
  
  
• Reserve a financial buffer — not everything can be predicted. Equipment failure, furniture replacement, or the sudden need to adapt the space can appear at the least expected moment.
  
  
• Consider the length of the contract: If the key value is the high standard of the office, which will be 100% dedicated to the needs of the tenant, it is worth concluding contracts for a longer period (eg 3-5 years). With a longer contract, the arrangement costs are spread over more months, which affects the final rental rates.
  If, on the other hand, the priority is to optimize costs, it is worth considering renting an office in a space that has already been arranged for the previous tenant. Such an option allows you to reduce the cost of entry and allows you to conclude a contract for a shorter period without incurring additional costs. Possible arrangement changes can be planned and implemented at a later stage.

A well-planned office budget isn't just about cost control—it's a strategic tool. A well-thought-out investment in space can increase team productivity, reduce employee turnover and improve the company's image — especially if you operate in the creative, technological or service sector, which is developing particularly dynamically in Łódź.

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Step 3: Do a thorough research of the space — it matters more than the square footage

‍When choosing an office, do not limit yourself to the number of square meters or an attractive rental price. Two surfaces of similar size can differ significantly in terms of comfort of use, functionality and atmosphere, which directly affects the daily work of the team.

Communication with the administration — the foundation of everyday functioning

How quickly and efficiently you can resolve technical issues or report a breakdown is of paramount importance. A quick response from the building administration is a guarantee of less downtime and employee frustration. Make sure you have constant and easy contact with the building management team. Also check that there is a person in charge of the current service on site and that the administration is ready to adapt to your needs.

Arrangement possibilities — a space that adapts to you

Your office should reflect the specifics of your company and the style of work of the team. Check if you can shape the layout of the space yourself — divide it into smaller rooms or open zones, create green corners, introduce decorative or functional elements (e.g. mobile partitions). The ability to arrange allows you to create spaces that promote both concentration and creativity, as well as adapt to the changing needs of the team.

Quality of technical infrastructure — stability and security

‍Fast and stable fiber links and a strong Wi-Fi signal in all zones are the absolute basis for comfortable work today. Although the tenant is usually responsible for the choice of provider and network configuration, the building should have the appropriate infrastructure — fiber access and a dense network of connection points.

Safety — a sense of calm and control

Access to the office should be controlled by access control systems, reception, or monitoring. This ensures not only the safety of the company's property, but also the comfort of employees who know that the workplace is protected. Pay attention to who has access to the common spaces and whether it is possible to restrict entry to selected zones.

Flexible access to the office for 24 hours

Being able to use the office at any time is a great asset, especially when working in shifts, projects in an international team or flexible working mode. Make sure tenants have safe and convenient access even outside of standard hours — this builds independence and freedom of action.

Elements of comfort — details that build a positive atmosphere

A good kitchen, comfortable rest areas, quiet rooms for telephone conversations or quiet rooms for individual work significantly improve the comfort of work and daily functioning. Individually controlled air conditioning, adequate lighting and access to natural light not only affect the well-being, but also the efficiency and creativity of the team.

Aesthetics and atmosphere — investment in work culture

What the office looks like is reflected in the attitude of the employees and the atmosphere in the team. The presence of plants, large windows overlooking greenery or an interesting mural, carefully selected interior design - these elements are not only aesthetic additions. These are the factors that really reduce stress, increase concentration and promote creativity. Thanks to them, employees are more willing to return to the office and the company builds a stronger identity and organizational culture.

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Step 4: Negotiate the deal with your head

Signing an office lease agreement is a key moment for the stability and comfort of doing business. This document should be clear, transparent and protect the interests of both parties — the landlord and the tenant. Before signing, it is worth carefully analyzing each point and discussing the provisions of the contract so as to avoid unpleasant surprises in the future.

Definitions of additional costs — financial transparency

It is important to know exactly which fees are included in the basic rent and which are operating or additional costs. Usually these are utilities, cleaning, security, but there may also be other items here, such as fees for the use of conference rooms or reception. Clarifying these points allows you to plan your budget realistically and avoid unexpected bills.

Rules for the use of common parts and infrastructure

It is worth establishing clear rules for the use of common spaces, as well as conference rooms, training rooms and parking. Is the use of these included in the rent or does it require additional fees? Is there a limit on hours of use? Transparent rules facilitate harmonious cooperation between tenants and building managers.

Adaptation of space — who pays for the changes?

It is often necessary to adapt the office to the specifics of the company - for example, separating new rooms, installing partitions or changing the layout of furniture. The contract should clearly state who bears the costs of these changes and what are the rules for restoring the space to its original state after the end of the lease. Knowing these records allows you to plan your budget well and avoid unexpected costs at the end of the lease.

Security and access records

Do not forget about the regulations related to the security of office users — access to the facility, personal data protection (GDPR), alarm systems and monitoring. Clear rules protect the interests of your company and employees, as well as minimize legal risks.

Partnership for years — more than a contract

A good manager of an office building is someone who understands the specifics of running a business and wants to be a support, not just a formal contractor. It is a partner who cares about the fluidity of cooperation and the comfort of your team — responding quickly to requests, proposing solutions and anticipating needs. This approach allows you to avoid problems and focus on the development of the company.

Wondering what such a partnership looks like in practice? Companies renting office space in Łódź are increasingly using comprehensive offers that take care of the comfort of tenants.

‍Step 5: Arrange the move and arrange the office

‍Moving to a new office is a turning point that can be challenging, but it also provides a unique opportunity to make positive changes and build a new organizational culture of the company. This is a time when the team can feel fresh energy and commitment — if only you prepare the whole process well.

Communicating with the team — the key to a peaceful move

The first step is transparent and regular communication with the team. Inform employees well in advance of the plans and dates of the move. Share your vision of the new space, show plans and involve them in the process — you can organize meetings, workshops or surveys to gather suggestions and expectations. This approach builds engagement and reduces the stress of change.

Division of roles and responsibilities — who is responsible for what?

In order for the move to go smoothly, it is worth clearly dividing the tasks between the team members. Who coordinates transport logistics and packaging? Who is in charge of IT configuration and equipment installation? Who is responsible for the arrangement of the space and the decorations? A clear division of responsibilities will avoid chaos and allow everyone to focus on their tasks.

Good ergonomics — an investment in the health and comfort of employees

In a new office, ergonomics should be a priority. Choose furniture that supports a healthy posture — adjustable desks, comfortable chairs, adequate lighting, and acoustic noise-cancelling materials. Remember that good working conditions translate into less fatigue, less absenteeism and greater team efficiency. It's not a cost, it's an investment.

Common and rest areas — a space that integrates

Don't forget the importance of space for informal conversations and relaxation. The kitchen, coffee corner or chillout area are places where employees can relax, recharge their batteries and build relationships. Such zones support creativity, reduce stress and strengthen ties in the team. It is worth considering them as an integral part of the office, not as an addition.

Health and Safety Compliance and Accessibility — Safety First

When arranging a new office, it is necessary to take into account the requirements of occupational safety and health. Check that the width of the passages, escape routes, emergency lighting and signage comply with the standards. Also remember accessibility for people with disabilities — this is an important aspect of inclusiveness and comfort for all employees.

Building a New Atmosphere — Schemes and Culture

The new space is an excellent opportunity to introduce schemes and new habits that reinforce the organizational culture. You can organize the first integration meeting, propose joint breakfasts, regular brainstorming or other activities that will integrate the team and introduce positive energy. The office should not be a place where people “have to” be — but they want to be.

A well-planned move and a well-thought-out arrangement is an investment that will bring real benefits — from greater efficiency to increased team satisfaction. Remember that Łódź, as a dynamic business city, offers many modern spaces that favor this development of the company.‍

Summary: A conscious choice of office is the foundation for the success of your business

Choosing the right office is a decision that goes beyond the issues of size or price — it is an investment in comfort, organizational culture and efficiency of the entire team. By going step by step through the process of analyzing needs, budget, quality of space, contract negotiation and moving organization, you gain control over one of the most important aspects of the company's functioning.

Łódź, with its booming service sector and creative atmosphere, is the perfect place to find an office that will support your growth. A well-chosen office space is conducive to building engagement, attracting talent and creating valuable business relationships.

If you need support in choosing the perfect space, the Stara Drukarnia team, as an expert in the field, will help you go through the entire rental process in a comfortable way and adapt the office space to the needs of your company. Thanks to an experienced administrative team, you will gain peace of mind and confidence that any technical problem will be addressed immediately and efficiently resolved. We know that in business, as in life, the most important thing is relationships and mutual support - we have never been disappointed with this approach.

Remember that an office is not just an address — it is a place that your company creates. By taking care of your team's needs, planning a realistic budget, and choosing a space with employee and functionality in mind, you create the foundation for stable growth and success in a competitive market.

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